Guidelines for Using Sierra Review Files

The Sierra software has around 350 review files available for staff use. Most files are used on a one-time basis for the completion of a project. Some are used on a standing basis for routine processing. Some files are system-generated and have different use restrictions. When you export records in a file, you use a Sierra program called "FTS".  FTS has 15 available spaces for you to use.

Naming of Files

File names can hold up to 150 characters.

1. For files to be saved, file names should follow this pattern:
save NNN yymmdd filename

"save" means that the file will be saved until the creator deletes it.
"NNN" = creator's initials
"yymmdd" = today's date
"filename" = description of file contents

Special for Circ files:
XXXX save NNN yymmdd filename

"XXXX" = either CIRC for shared Circ files or a branch library name for files created by a specific Circ department
"save" means that the file will be saved until the creator deletes it.
"NNN" = creator's initials
"yymmdd" = today's date
"filename" = description of file contents

2. For files which do not need to be saved for more than a week, file names should follow this pattern:
NNN yymmdd filename

Files with a date more than one week old, and which do NOT say "save" in the name, can be deleted by any user. Any file less than a week old, even if not marked "save," should not be deleted.

3. Exceptions: Some files are named automatically by the system. These are:

Items on search (MM-DD-YY)
Purchase alerts (MM-DD-YY)
Items with holds (MM-DD-YY)
Overdue items (MM-DD-YY)
Purchase order to be printed (MM-DD-YY)
Purchase order last printed (MM-DD-YY)
Claims for orders to be reviewed (MM-DD-YY)
Claims for orders to print (MM-DD-YY)
Pull slips to be printed (MM-DD-YY)
From file outrecs (MM-DD-YY)
Items on holdshelf (MM-DD-YY)

DO NOT DELETE THESE FILES unless you are authorized to do so.

The date indicates the date they were created. These files should never be considered 'up for grabs'. They usually contain data that is a snapshot of the system at a certain point in time and it would be impossible to recreate them after the fact.

3.b. Some departments have a standing need for a review file on a regular basis. Some examples:

ACQ SAVE JPM BLOC=s thru .o6310035 1/5/04
DLTG SAVE digdir
DLTG SAVE jim labels

Choosing a Review File to Use

There is a wide range of sizes of review files available. You should try to use the smallest possible review file that will contain the number of records you estimate you will retrieve in your search. Please be sure you look at all the screens of available files before choosing a file. There might be a smaller file farther along that will suit your needs.

Once your search is complete, if you find you have overestimated the size of file you need, and if there is a smaller file available that will contain the records you retrieved, you are expected to copy your file to the smaller file and empty the larger file.

Periodic Cleanups

Millennium Coordinators will be responsible for setting up a regular review procedure within their departments to ensure that "save" files will not remain in the system indefinitely.

Periodically the Millennium System Administrators may review the current list of files in use (files which exist as review files and files which exist in the FTS area). Files that have been named contrary to the rules above may be deleted without warning. If files are found that have been kept long after their create date the Sierra Coordinator in that department will be asked if the file is still necessary. The System Administrators will not hesitate to move files that are occupying a review file that is much larger.

Acquisitions can check the FTS area by following this path in Sierra: Import Invoices> Data Exchange> Select Process - Transfer Files.